Minutes of the Meeting of the Parish Council held on Wednesday 5 October 2011 at Kilham Hall commencing at 7.00 p.m.

IN ATTENDANCE: J A Staniforth (Clerk to the Council), Councillors Y Woodcock and A Jones (Item 4), PC J Venables (Item 3), A Guest (DMBC Area Officer) and 1 member of the public

PUBLIC PARTICIPATION

On opening the meeting the Chair requested that a minute’s silence be observed in respect of the late Paula Haigh a former parish councillor.

A resident of Gatewood Lane expressed serious concern over a motorcross event organised by the landowner of Great Gate Wood over the previous weekend. This had led to around 100 vehicles (cars and motorcycles) travelling along Gatewood Lane from Whiphill Top Lane and preventing pedestrians, horse riders, cyclists and residents from accessing the lane for period of up to 45 minutes whilst the vehicles were arriving and leaving the event. The area was also designated as a double SSI (site of scientific interest) as herons were nesting and there were probably badgers and bats. The resident had contacted the Planning Authority and had been advised that such activities could be undertaken for up to 28 days per annum without planning consent. The Highways Authority and Footpaths Officer had been notified and a response was awaited. The resident explained that it was felt that the issue could be addressed by access to the wood being via an access road adjacent to Boston Park Farm on the A614 road.

1) APOLOGIES

As all members were present there were no apologies to consider.

2) DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

Declarations of personal interest were received from Councillor B Fussey in respect of item 9) and personal and prejudicial interest from Councillor Williams in respect of item 16a) relating to the enforcement order at Willow Farm.

3) COMMUNITY POLICING REPORT

PC J Venables was welcomed to the meeting and confirmed that PC J Gibbon and PCSOs S Cope and J Watson were assigned to the area but were unable to attend the meeting. Three crimes had been reported in the last month, a burglary the Yorkshire Wildlife Park, an assault on a landowner following reports of disturbances which were subject to ongoing investigations and the theft of a van from Whiphill Top Lane which had subsequently been recovered. Members enquired as to whether any reports of abusive language had been received from residents and of use of the speed camera. Arrests had also been made in connection with an incident on land adjacent to Willow Farm but contrary to rumour there was no perceived danger to the public.

RESOLVED (1)

That PC Venables is thanked for his attendance and the information provided.

4) DMBC WARD COUNCILLORS REPORT

Councillor Woodcock reported the police were investigating some ongoing disturbances and Councillor Jones provided further information relating to Policy No. 13 of the Core Strategy and the importance of the policy being considered in conjunction with other policies within the Core Strategy. It was suggested that the officer responsible for the Core Strategy document be invited to attend a meeting of the parish council to provide advice on how to make representations at the public examination stage. Information was also provided on changes to planning legislation and that YLCA and CPRE would be setting up discussion groups. An enquiry was made as to whether a further skip could be provided and Councillor Woodcock agreed to consider this but explained volunteers were needed to support the provision.

RESOLVED (2)

That the Councillors are thanked for their attendance and the information provided.

5) DISCUSSION WITH DMBC NEIGHBOURHOOD TEAM OFFICERS

Alison Guest was welcomed to the meeting and explained that the Area Manager was unable to attend due to another meeting. Alison explained that Steve Racjan would shortly be assigned to the parish as she had now been designated to work in the Lakeside area in addition to Cantley and Bessacarr. Members were informed that tyres left in the lay-by on Gatewood Lane had been removed and Councillor Fussey confirmed the new dog bin on Valley Drive had now been re-sited. The work to the area of untended land opposite the Rose Garden would be undertaken in the near future and a letter drop was being arranged to residents at Moor View regarding parking on pavements. It was explained that a resident residing at a property on the corner of Chapel Lane and Moor View was obstructing the pavement thereby requiring pedestrians to use the road. Members complimented the maintenance of grass verges particularly on Doncaster Road adjacent to Willow Farm that had previously been left untended. An enquiry was made regarding the cutting back of overhanging hedging between Quarry Lane and Poppyfields.

RESOLVED (3)

That the Officer is thanked for her attendance and the information provided.

6) MINUTES OF THE MEETING HELD ON 7 SEPTEMBER 2011

RESOLVED (4)

That the minutes of the Parish Council Meeting held on 7 September be agreed as a correct record and signed by the Chairman.

7) CLERK’S REPORT ON ACTION ARISING FROM THE PREVIOUS MEETING

a) Neighbourhood Issues – These had been addressed under item 5

b) Highway Matters – A Highways Officer had agreed to inspect Gatewood Lane following further information regarding the condition of the road adjacent to Fir Trees. A response from DMBC denoted that no funding was available in the short term for junction improvements to the fork area at Whiphill Top Lane. The possibility of a petition by residents was reported. Details of inspections to footpaths on Carlton Close, Moor View and outside 52 MiIton Road were reported and that any work meeting the criteria for repair had been undertaken. A photograph had been requested to support work to prevent ponding on the corner of Chapel Lane and Moor View. Members stated that it was felt the gulley cover near to the ‘New Road’ street sign was still a health and safety issue.

c) Recreation Ground – Councillor Williams had collected the roll of weld mesh, repairs to the front access gate had been completed by Need a Hand Ltd. Due to annual leave of the Handyman the painting and maintenance of play apparatus would be undertaken at a later date.

d) Kilham Hall – The repair to the side access gate had been completed and the Chairman of the Management Committee had been notified of the contact details regarding the use of the hall as a polling station.

e) Community – The local garden centre had sold out of Salix plants for the Rose Garden and therefore it may be necessary to wait until Spring to purchase the plant. The Handyman had been asked to purchase top soil and manure and to plant the plinths with winter pansies. A proposed list of Christmas carols had been sent to the Head Teacher of St Wilfrid’s School. Consideration was needed over the disposing of the deceased trees when removed from Langton Gardens.

Finance – It was explained that the on-line banking system currently restricted payments in excess of £20k and there was only the facility to reduce to £10k. A business rate rebate of 100% had been received for 2011/12 year and there would be no further charge until at least 1 October 2012.

f) Council – The Standing Orders had been circulated and no further advice had been received relating to data protection registration.

RESOLVED (5)

a) That the Clerk contacts the Highways Authority to ascertain if improvements to the fork junction at Whiphill Top Lane will be included in the 2012/13 budget and if repairs have been carried out to footpaths at Carlton Close, outside of 52 Milton Road and on Moor View as the condition was still felt to be in need of improvement.

b) That DMBC is asked to undertake work to the gulley cover on New Road as a safety measure.

c) That the Handyman completes the planting and maintaining of the village plinths.

d) That no action is taken in respect of data protection registration unless further advice is received.

e) That all other action and information is noted.

8) CONSIDERATION OF ITEMS RAISED BY THE PUBLIC

Discussion took place on the concerns raised by the member of the public.

RESOLVED (6)

That the Clerk contacts DMBC’s Planning, Highways and Environmental Departments to explain the concerns raised and that the access adjacent to Boston Park Farm be requested to be used for any future motorcross events.

9) KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that bookings for use of the hall were continuing well and the current balance was around £11,250. A Halloween party for children would take place on 30 October 2011 and one of the Directors of the Yorkshire Wildlife Park had agreed to judge the fancy dress competition.

RESOLVED (7)

That the report be received and noted.

10) CREATION OF A DOG CONTROL ORDER FOR KILHAM LANE RECREATION GROUND

The Clerk circulated a copy of a draft order, advertisement and wording for new signs that had been drawn up in consultation with DMBC Neighbourhood Officers taking into account the legislative requirements. No representations had been received during the consultation period and the effective date for the order to commence was considered.

RESOLVED (8)

a) That the draft order is agreed with effect from 1 November 2011 and an advertisement be placed in the Doncaster Free Press to that effect.

b) That two signs are ordered from Beacon Signs Ltd size A3, white with red lettering stating ‘No Dogs Allowed’ at the top and wording as recommended by the Clerk for attaching to the front access gate and fencing within the recreation ground.

11) RECREATION GROUND ISSUES

The Chairman reported that advice on improvements to the condition of the football pitch in order for the playing of football matches to recommence was still awaited from Green Thumb.

RESOLVED (9)

That the issue is considered at the next meeting or when the information is available for consideration.

12) PURCHASE OF BASKETBALL STAND AND INSTALLATION ARRANGEMENTS

Consideration was given to quotations received from, Wicksteed totalling £1,585.15, SMP at £1,479.20 and Sutcliffe Play Ltd at £870.10 for the basketball net and stand only.

RESOLVED (10)

That the Clerk seeks details of the length of guarantee of the equipment, timescale for installation, whether the item can be delivered at the time of installation and the cost of installation from Sutcliffe Play Ltd in order for the quotations to be considered further at the next meeting.

13) RESPONSE TO DMBC’S POLICY NO.13 OF THE CORE STRATEGY

Discussion took place on the information provided by Ward Councillors and Councillor Worthington reported details of a letter received from the Mayor of Doncaster denoting that Policy No 13 had been devised based on national planning requirements at the time. Planning legislation was currently under review and DMBC had responded to the consultation on this and requested that consideration be given to a more equal distribution of sites for gypsies and travellers across regions. The Clerk explained that information obtained regarding the Public Examination stage of the Core Strategy indicated that this was for further consideration to be given to objections and comments that had already been submitted as part of the consultation process that had now ended.

RESOLVED (11)

That a letter is sent to the Planning Authority with a copy to Mayor Davies supporting DMBC’s comments regarding a more equal distribution of sites for gypsies and travellers across regions and objecting to Policy No. 13 as it appears to favour granting planning consent for a minority group.

14) NOMINATION FOR A REPRESENTATIVE TO SERVE ON CANTLEY POOR’S LAND TRUST

The Clerk reported the forthcoming expiry of Councillor Warrender’s four year term office and that Councillor Warrender had expressed a wish to continue to serve as a member of the trust.

RESOLVED (12)

That Councillor Warrender is re-nominated to serve as a member of the Cantley Poor’s Land Trust.

15) PURCHASE OF A PLANT TROUGH FOR THE NOTICE BOARD AT OLD CANTLEY

Following the installation of the new notice board which had required the removal of the plant trough consideration was given to the purchase and installation of a new planter.

RESOLVED (13)

That a planter be purchased by the Clerk in consultation with the Chair at a cost not exceeding £100.

16) NEW PLANNING APPLICATIONS AND UPDATE ON PREVIOUS APPLICATIONS

There were no new applications to consider. Councillor Williams left the meeting whilst discussion took place on the progress of the enforcement action relating to the enforcement notice 11/00062/COU10. Details of decisions reached since the last meeting were circulated for information and the Clerk reported that the application in respect of the first phase of the Manor Farm development was due to be considered at the Planning Committee meeting on 11 October 2011 and enquired whether any member intended to attend the meeting. Training for Clerks on the new planning system had been arranged for the end of November 2011.

RESOLVED (14)

a) That the Clerk seeks information from the Planning Authority as to any proposed action if the deadline set by the Planning Authority relating to the enforcement notice11/00062/COU10 elapses.

b) That it be agreed for the Clerk to attend the Planning Committee meeting.

17) HIGHWAY MATTERS

No new Highway matters were presented for consideration.

18) DMBC DRAFT RIGHTS OF WAY ENFORCMENT POLICY

Consideration was given to the document that had been circulated with the agenda.

RESOLVED (15)

That the contents of the draft policy be noted.

19) WEBSITE ISSUES

There were no general issues relating to the website. The Clerk reported that a link had been established from DMBC’s website and could include a photograph if required.

RESOLVED (16)

That the information is noted and a photograph is supplied at a future date if available.

20) SECOND QUARTER BUDGET MONITORING STATEMENT

Consideration was given to the statement circulated with the agenda and the Clerk reported the receipt of bank interest added on 1 October of £4.81. The second half parish precept had been paid on 30 September 2011 and the statement had been updated to reflect this. Generally all headings were on target with the equipment budget overspent due to the purchase of the new notice board at Old Cantley and the repairs and maintenance budget showing 81% spent to date. The community development budget was also overspent due to the ball wall that had been agreed to be met from reserves.

RESOLVED (17)

That the report is received and the information duly noted.

21) REVIEW OF FINANCIAL REGULATIONS

Consideration was given to recommended changes details of which had been circulated with the agenda to take account of direct bank payments and the requirement of the Standing Orders to undertake an annual review.

RESOLVED (18)

That the changes denoted are adopted but vat be reclaimed as soon as possible when the amount exceeds £500.

22) EXTERNAL AUDITOR’S REPORT ON 2010/11 ACCOUNTS

The report that had been circulated with the agenda denoting no action was required was considered.

RESOLVED (19)

That the report be received and duly noted.

23) AUTHORISATION OF DIRECT BANK PAYMENTS

Consideration was given to the schedule of bank payments for signature/authorisation.

RESOLVED (20)

a) That the following cheques/payments be duly authorised:

D11/21

Handyman

Petrol for Mower

£19.99

D11/22

Need a Hand Ltd.

Siting of Notice Board at Old Cantley

£200

D11/23

KIlham Hall

New Lead for CCTV Monitor

£30

D11/24

R J Marriott

Fitting of time switches to heaters

£237.60

D11/25

Clerk

Stationery

£9.74

D11/26

Need a Hand Ltd.

Repair and maintenance of front gate

£185

D11/27

L Park

Repair to side access gate

£38

D11/28

Handyman

2nd Quarter Salary

£637.56

D11/29

HMRC

2nd Quarter return

£525.82

D11/30

Clerk

October salary

£507.56

D11/31

DMBC

Green waste collection 3rd Quarter

£43.92

b) That the Clerk’s membership of SLCC at a cost of £106 is agreed

24) SECTION 137 DONATION TO ROYAL BRITISH LEGION

In line with previous years consideration was given to the purchase of a wreath for St Wilfrid’s School and a donation to the Royal British Legion.

RESOLVED (21)

That £50 is donated for a poppy wreath and the balance as a donation to the Royal British Legion.

25) REPORTS FROM MEETINGS ATTENDED

a) What Councillors Need to Know Training

Councillor Williams reported the training had been very informative and included good case studies.

b) Airport Community Sub- Committee

Councillor Worthington reported that the new Managing Director was Steve Gill, it was hoped that the Vulcan would continue to be housed at the airport and negotiations were ongoing. The FARRS link road was hoped to be completed by 2014 and ‘Hi Air’ were to commence flights to Amsterdam in the near future.

RESOLVED (22)

That the reports are received and the information duly noted.

26) ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was considered and duly noted. Councillors B Fussey, G Warrender and J Worthington would attend the YLCA South Yorkshire Branch meeting to be held at Kilham Hall on 19 October 2011.

RESOLVED (23)

That the items of correspondence be received and duly noted.

27) DATE AND TIME OF NEXT MEETING

RESOLVED (24)

That the next meeting be held on Wednesday 2 November 2011 at 7.00 p.m. at Kilham Hall